SmartJCForms User Guide

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1 SmartJCForms User Guide 6/18/2015

2 C O N T E N T S Part 1: Introduction and Getting Started... 4 Chapter 1 - Introduction SmartJCForms Overview... 5 System Requirements... 6 Installation... 6 Licensing... 8 Updates... 9 Chapter 2 Getting Started Creating User Profiles Creating Case Profiles Creating a New Case Adding Forms to a Case Importing Custom Forms Importing a Form Editing an Imported Form Deleting Imported Forms Part 2: SmartJCForms Menus and Toolbars...23 Chapter 1 Menu Bar & Features File Menu New Case Export Case Close Case Export Form Print Exit Edit Menu Cut Copy Paste Font Font Size Preferences View Menu Cases Forms Clients Attorneys Courts Case Details Case Details Forms Case Details Shared Data Case Details Notes Administration Menu Database License Users Help Menu SmartJCForms Help

3 C O N T E N T S New and Revised Forms About Chapter 2 Case Toolbar Chapter 3 Form Toolbar Chapter 4 Database Basics Backup Preferences Sharing a Case Database Moving Computers Part 3: Frequently Asked Questions

4 Part 1: Introduction and Getting Started 4

5 C H A P T E R 1 Introduction Contents SmartJCForms Overview... 5 System Requirements... 6 Installation... 6 Licensing... 8 Updates SmartJCForms Overview SmartJCForms is a powerful application that makes completing, saving, and managing Judicial Council forms a breeze. With an easy-to-use, intuitive interface and a host of robust, flexible features, it s the best way of handling your Judicial Council forms for maximum efficiency and minimum hassle. SmartJCForms was developed and optimized for computers running Windows 7 and higher. SmartJCForms is also compatible with Mac OS X. SmartJCForms is a desktop application and is not compatible with mobile devices, including smartphones and tablets. What s New Create Attorney, Client, and Court Profiles once and share them across Cases. Save multiple copies of the same Form to a Case. Information is instantly saved as you fill the Form no more Save button! Change the Shared Data in a Form and it won t change the data in other Forms in the Case. Form text automatically resizes to fit the field. Import PDF forms from outside sources such as your local county or other agency forms. Add custom fields anywhere on a Form on the fly. Keep Notes on your Cases or make a to-do list; prioritize, and mark them completed when you re done! Windows and Macintosh compatible. What s Improved Perform calculations when necessary - leave total fields empty until you re ready. Check spelling as you type. Backup your Case Database automatically and at an interval of your choice. Export a single Form or all Forms in a Case as secured PDF s. 5

6 Part 1: Chapter 1 Introduction Privacy SmartJCForms helps keep your client information secure by storing the database on your local or networked hard drive. You can choose to share your database, or if you prefer, keep it private on your local drive. Convenience Form and software updates are automatically delivered to your computer via your internet connection. Multiple users of SmartJCForms in the same office? Set up unique User IDs and track who is working with which Cases and Forms. SmartJCForms will not conflict with any version of Adobe Acrobat you may already have on your computer. SmartJCForms is Acrobat independent! 1.2 System Requirements Microsoft Windows 7 or higher Macintosh OS X 10.6 or higher 4 GB RAM 500 MB hard disk space Internet connection 1.3 Installation 1) Go to ceb.com and log into your MyCEB account. Find the SmartJCForms link and click on the Download Now button next to the version you want to download - Windows or Mac. Once the download has finished, find the file in your download folder and double-click to start the installation (the name will contain the software version and date. ex win exe). 2) The InstallShield Wizard screen will appear (see right). Click Next. 6

7 Part 1: Chapter 1 Introduction 3) Review and accept the License Agreement, then click Next (see below). 4) The next installation screen will display a progress bar (see below). Note It may take several minutes before changes appear on the progress bar. 5) To finish the installation and launch the program, click the Finish button (see below). 7

8 Part 1: Chapter 1 Introduction 1.4 Licensing SmartJCForms requires a user license for each computer. All former SmartLaser customers are eligible for one user license at the time of conversion to SmartJCForms. If you need to install SmartJCForms on more than one computer, please call CEB Customer Service at to purchase additional licenses. The first time you launch SmartJCForms you will be prompted to enter the Customer Name and Account Number of the individual or firm associated with the license (see below). Enter the information and click the Authorize button to assign the SmartJCForms license to the computer. For more information on assigning a license, see Page 42. 8

9 Part 1: Chapter 1 Introduction After you ve authorized a license successfully, you should see the following message: Note Every time you launch the program going forward, SmartJCForms automatically verifies the license and checks for updates. If SmartJCForms is unable to verify the license because the computer is not connected to the internet, the program will become function-limited (forms can be viewed and printed, but not edited or filled) after 14 days. Once the connection is restored and the license is confirmed, full functionality is automatically restored. 1.5 Updates SmartJCForms updates are issued twice a year, typically in January and July, to coincide with the two major form updates issued by the Judicial Council. Updates will be automatically delivered to your computer when they become available, however, all interim form updates and major releases are also available for download at ceb.com. When an update is available, you will be prompted to install when you launch SmartJCForms. The application will close before downloading and installing the update. The update process typically takes anywhere from 5 to 15 minutes, although this may be affected by the size of the update and speed of your internet connection. To install an Update: 1) Open SmartJCForms. When an update is available, the application will display the following message: 9

10 Part 1: Chapter 1 Introduction 2) Click Yes and SmartJCForms will begin downloading the update. Note Your cursor will indicate the progress of the download. This process may take several minutes. 3) After the download is complete, the InstallShield Wizard window will appear: 4) Click Next to continue the installation. The next screen will display a progress bar (see below). Note It may take several minutes before changes appear on the progress bar. 10

11 5) To finish the installation and launch the program, click the Finish button (see below). 11

12 Part 1: Chapter 2 Getting Started C H A P T E R 2 Getting Started Contents Creating User Profiles Creating Case Profiles Creating a New Case Adding Forms to a Case Importing Custom Forms Importing a Form Editing an Imported Form Deleting Imported Forms Creating User Profiles If multiple individuals will be working with SmartJCForms, you may want to create a User Profile for each individual so you can keep track of changes made to Forms and Cases. To create a Profile: 1) On the Home screen, underneath the Getting Started section, click the Manage Users button (see below). Note You may also select Administration from the Menu Bar and click Users. 2) The Users dialog window will appear (see right). Enter text in the New User box and click Add. 12

13 Part 1: Chapter 2 Getting Started 2.2 Creating Case Profiles 1) On the Home screen, click Create Profiles (see below). 2) The Profiles window will open to the Client tab by default (see below). Click on the New button to create a new Client Profile. 13

14 Part 1: Chapter 2 Getting Started 3) Fill out necessary fields. 4) Select the Attorney tab and click the New button to create an Attorney Profile. 5) Fill out necessary fields. 6) Select the Court tab and click the New button to create Court Profile. Note After you ve made changes to a Profile, click Apply Changes to All Cases to update profile data that has been previously applied to your Cases. For more information on applying profiles to a Case, see Page 33. 7) Click the Close button to save the changes. 14

15 Part 1: Chapter 2 Getting Started 2.3 Creating a New Case 1) On the Home screen, click New Case (see right). Note: You may also click the File option on the Menu Bar and select New Case (see below). 2) Fill out the Case ID and Case Description and click Open (see right). 3) The Case Details window will open. Fill out the Shared Data by clicking on the various sections (General, Attorney, Client, Court, etc.) For more information on Shared Data and how it is applied to Forms, see Page

16 Part 1: Chapter 2 Getting Started Note Remember to click the Apply Changes to Forms button after you have finished entering information! 2.4 Adding Forms to a Case There are two ways to add Forms to a Case: Scenario 1 1) On the Home screen, click Browse Forms (see right). Note: You may also click View on the Menu Bar and select Forms (see below). 2) The Case & Form Management window will open. Select a Form from the list and click Open (see below). 16

17 Part 1: Chapter 2 Getting Started Note You can also select the View by Law Area checkbox to sort the Forms by Law Area. Click on the plus sign to the left to expand the list of Forms within the Law Area (see below). 3) The Form will open. Fill out the necessary fields and click the Add to Case icon on the Form Toolbar. 17

18 Part 1: Chapter 2 Getting Started 4) The Select Case window will appear. Select a Case and click the Add to Case button. Scenario 2 1) On the Getting Started screen, click Browse Cases. Note: You may also click View on the Menu Bar and select Cases. 2) The Case & Form Management window will open on the Cases tab (see below). Select the Case from the list and click Open. 18

19 Part 1: Chapter 2 Getting Started 3) The Case Details window will open on the Forms tab (see below). Click the Add button. 4) Select a Form from the list, then click the Add Forms button to add Forms to the Case (see below). You may also double-click a Form to add it to the Case. 19

20 Part 1: Chapter 2 Getting Started Note To add multiple Forms at a time, hold the Ctrl key and select the Forms. 2.5 Importing Custom Forms Importing a Form 1) Click the Browse Forms icon on the Case Toolbar or select View > Forms from the Menu Bar. 2) On the Case & Form Management window, click the Import Form button (see below). 3) On the Import Form window, click the Select Form button (see below). 20

21 Part 1: Chapter 2 Getting Started 4) The Import PDF Form File window will appear (see right). 5) Select a Form and click Open. 6) Edit the Form Name, Form Number, and Effective Date information on the Import Form window, then click OK. 7) The imported PDF will be added to the list of Forms and can be used just like any other Form in SmartJCForms Editing an Imported Form Click the Browse Forms icon on the Case Toolbar or select View > Forms from the Menu Bar. On the Case & Form Management window, select the imported Form from the list of Forms, then click the Edit Imported Form button (see below). You ll then be able to edit the Form Name, Form Number, and Effective Date information on the Import Form window. 21

22 Part 1: Chapter 2 Getting Started Deleting Imported Forms Click the Browse Forms icon on the Case Toolbar or select View > Forms from the Menu Bar. On the Case & Form Management window, select the imported form from the list of Forms, then click the Delete Imported Form button (see below). The Form will then be removed from the list of Forms. 22

23 Part 2: SmartJCForms Menus and Toolbars 23

24 Contents C H A P T E R 1 Menu Bar & Features File Menu New Case Export Case Close Case Export Form Print Exit Edit Menu Cut Copy Paste Font Font Size Preferences View Menu Cases Forms Clients Attorneys Courts Case Details Case Details - Forms Case Details Shared Data Case Details Notes Administration Menu Database License Users Help Menu SmartJCForms Help New and Revised Forms About The Menu Bar, which allows you to access all the functions of SmartJCForms, is located at the top-left of the application. 24

25 Part 2: Chapter 1 Menu Bar & Features 1.1 File Menu The File Menu consists of the following items: New Case, Export Case, Close Case, Export Form, Print, and Exit (see right) New Case Selecting File > New Case allows you to create a new Case. For more information on creating a new Case, see Page Export Case Enabled when a Case is open, this item allows you to save a folder to your computer that contains PDF copies of all the Forms in the Case. Selecting File > Export Case will display the Export Case window (see right). Navigate to the location where you would like to export the Case and click OK. An In Progress message containing a progress bar will appear (see below-right). When the message disappears, navigate to the location where you saved the Case a folder will be present titled with the name of your Case and the date. Open the folder to view your Forms Close Case Enabled when a Case is open, this item closes the Case and takes you to the Home screen Export Form Enabled when a Form is in view, this item allows you to save a PDF copy of the Form on your computer. To export a Form: 1) Open a Form, either within a Case or on its own (see right). 2) Select File > Export Form. 3) The Export Form window will display. Navigate to the desired location and click Save Print Selecting File > Print will display your computer s print dialogue, allowing you to print the Form that s in view Exit Selecting File > Exit closes SmartJCForms. 25

26 Part 2: Chapter 1 Menu Bar & Features 1.2 Edit Menu The Edit Menu consists of the following items: Cut, Copy, Paste, Font, Font Size, and Preferences (see right) Cut Selecting Edit > Cut removes selected text from a Form and moves it to your clipboard. You may also use Ctrl + X as a shortcut Copy Selecting Edit > Copy creates a copy of selected text from a Form and adds it to your clipboard. You may also use Ctrl + C as a shortcut Paste Selecting Edit > Paste command inserts text from your clipboard to the desired point of insertion on the Form. You may also use Ctrl + V as a shortcut Font Selecting Edit > Font allows you to change the font within a Case (see right). You may choose from Courier, Helvetica, or Times New Roman Font Size Selecting Edit > Font Size allows you to change the font size within a Case (see right). You may choose a range of sizes from 8pts to 20pts Preferences Selecting Edit > Preferences will display the Form Preferences window (see below). Changes made here will be applied to all your Cases. You may change the Font and Font Size using the corresponding dropdown menus. You may also select/deselect the Highlight checkbox to display or remove form fields, or select/deselect the Spellchecker checkboxes to turn spellcheck on or off. 26

27 Part 2: Chapter 1 Menu Bar & Features 1.3 View Menu The View Menu consists of the following items: Case, Forms, Clients, Attorneys, Courts, and Case Details (see right) Cases Selecting View > Cases will display the Cases section on the Case & Form Management window (see below). Here you ll be able to view Cases, edit Case information, as well as perform a variety of other functions related to your SmartJCForms Cases. Sorting Tabs At the top of the Case List there are several tabs that allow you to sort Cases by their information: Hide, Case ID, Case Description, Last Modified, and User. Clicking a tab (i.e. Last Modified) will display the information in alphabetical or chronological order, depending on the tab. Tip: The width of the tab sections is adjustable. New Clicking the New button will bring up the New Case dialogue. Duplicate Selecting a Case and clicking the Duplicate button will create a copy of the Case. Duplicate Cases include copies of Forms, Shared Data, and Notes. Delete Selecting a Case and clicking the Delete button will remove the Case from SmartJCForms. Open Selecting a Case and clicking the Open button will display the Case. You may also double-click a Case to open it. Display Hidden Cases Selecting the Display Hidden Cases checkbox will show hidden Cases in the Case List. Hide Selecting a Case and checking the Hide checkbox will hide the Case from the list of Cases (hidden Cases are not deleted). Search Entering text into the Search box will look for Case ID s and Case Descriptions relevant to the text you enter. Case ID & Description When a Case is selected, you may edit both the Case ID and Case Description by changing the information inside their respective textboxes. 27

28 Part 2: Chapter 1 Menu Bar & Features Close Clicking the Close button will close the Case & Form Management window Forms Selecting View > Forms will display the Forms section on the Case & Form Management window (see below). Here you ll be able to view and import Forms, and perform a variety of other functions related to your SmartJCForms Forms. Sorting Tabs - At the top of the Forms List there are several tabs that allow you to sort Forms by their information: Form Number, Form Name, and Effective Date. Clicking a tab (i.e. Effective Date) will display the information in alphabetical or chronological order, depending on the tab. Tip: The width of the tab sections is adjustable. Open Selecting a Form and clicking the Open button will display the Form. You may also double-click a Form to open it. View by Law Area Selecting the View by Law Area checkbox will organize the Forms into folders by Law Area select the plus symbol to display Forms within a Law Area. Search Entering text into the Search Form Name and Description box will look for Form Numbers and Form Names relevant to the text you enter. Edit Imported Form Selecting an imported Form and clicking the Edit Imported Form button will display the Import Form window. Delete Imported Form Selecting an imported Form and clicking the Delete Imported Form button will remove the Form from SmartJCForms. Import Form Clicking the Import Form button will display the Import Form window, and will allow you to import a PDF into SmartJCForms. For more information on importing forms, see Page 20. Close Clicking the Close button will close the Case & Form Management window. 28

29 Part 2: Chapter 1 Menu Bar & Features Clients Selecting View > Clients will display the Clients section on the Profiles window (see below). Here you ll be able to add, edit, and perform a variety of other actions related to your Client Profiles. Sorting Tabs - At the top of the Profiles List there are several tabs that allow you to sort Profiles by their information: Active, Name, City, State, Phone, and . Clicking a tab (i.e. Name) will display the information in alphabetical or numerical order, depending on the tab. Tip: The width of the tab sections is adjustable. New Clicking the New button creates a new Profile entry and allows you to enter information into the Profile Form. Duplicate Selecting a Profile and clicking the Duplicate button will create an identical copy of the Profile. Delete Selecting a Profile and clicking the Delete button will remove the Profile from SmartJCForms. Apply Changes to All Cases After editing a Profile, clicking the Apply Changes to All Cases button will update the Profile information for all Cases where the Profile has been applied. Active When this box is unchecked, the Profile will no longer be available to add to Cases, although changes to the Profile may still be applied to Cases where the Profile is already present. Close Clicking the Close button will close the Profiles window. 29

30 Part 2: Chapter 1 Menu Bar & Features Attorneys Selecting View > Attorneys will display the Attorney section on the Profiles window (see below). Here you ll be able to add, edit, and perform a variety of other actions related to your Attorney Profiles. Sorting Tabs - At the top of the Profiles List there are several tabs that allow you to sort Profiles by their information: Active, Name, City, State, Phone, and . Clicking a tab (i.e. Name) will display the information in alphabetical or numerical order, depending on the tab. Tip: The width of the tab sections is adjustable. New Clicking the New button creates a new Profile entry and allows you to enter information into the Profile Form. Duplicate Selecting a Profile and clicking the Duplicate button will create an identical copy of the Profile. Delete Selecting a Profile and clicking the Delete button will remove the Profile from SmartJCForms. Apply Changes to All Cases After editing a Profile, clicking the Apply Changes to All Cases button will update the Profile information for all Cases where the Profile has been applied. Active When this box is unchecked, the Profile will no longer be available to add to Cases, although changes to the Profile may still be applied to Cases where the Profile is already present. Close Clicking the Close button will close the Profiles window. 30

31 Part 2: Chapter 1 Menu Bar & Features Courts Selecting View > Courts will display the Attorney tab on the Profiles window (see right). Here you ll be able to add, edit, and perform a variety of other actions related to your Court Profiles. Sorting Tabs - At the top of the Profiles List there are several tabs that allow you to sort Profiles by their information: Active, County, Name, City, Branch, and Department. Clicking a tab (i.e. County) will display the information in alphabetical order. Tip: The width of the tab sections is adjustable. New Clicking the New button creates a new Profile entry and allows you to enter information into the Profile Form. Duplicate Selecting a Profile and clicking the Duplicate button will create an identical copy of the Profile. Delete Selecting a Profile and clicking the Delete button will remove the Profile from SmartJCForms. Apply Changes to All Cases After editing a Profile, clicking the Apply Changes to All Cases button will update the Profile information for all Cases where the Profile has been applied. Active When this box is unchecked, the Profile will no longer be available to add to Cases, although changes to the Profile may still be applied to Cases where the Profile is already present. Close Clicking the Close button will close the Profiles window. 31

32 Part 2: Chapter 1 Menu Bar & Features Case Details When a Case is open, selecting View > Case Details will display the Forms section on the Case Details window (see below-right). You may also access the Case Details window by clicking the Case Details button underneath the Case ID and Description when the Case is open (see right). From the Case Details window, you ll be able to add Forms, apply data, and perform a variety of other actions related to your Cases Case Details - Forms Sorting Tabs - At the top of the Forms List there are several tabs that allow you to sort Forms by their information: Archive, Form Number, Form Name, Last Modified, and User. Clicking a tab (i.e. Form Name) will display the information in alphabetical or chronological order, depending on the tab. Tip: The width of the tab sections is adjustable. Add Clicking the Add button will display the Add Forms window. From there you ll be able to add Forms to the Case. Duplicate Selecting a Form and clicking the Duplicate button will create a copy of the Form, including text contained within fields. Delete Selecting a Form and clicking the Delete button will delete the Form from the Case. Archive Selecting a Form and clicking the Archive button will create a read-only copy of the Form it will no longer be editable. Archived Forms will also be hidden from the Forms List. Open Selecting a Form and clicking the Open button will display the Form inside the Case. You may also doubleclick the Form to open it. Search Entering text into the Search box will look for Form Numbers and Form Names relevant to the text you enter. Display Archive Forms Clicking the Display Archived Forms checkbox will display all archived Forms in the Forms List with an X in the Archive column. Form Name After selecting a Form, you may edit the name of the Form by changing the text inside the Form Name box. 32

33 Part 2: Chapter 1 Menu Bar & Features Close Clicking the Close button will close the Case Details window Case Details Shared Data Entering information into the Shared Data section allows you to save and apply common information that will be used throughout your Case. Each field in this section corresponds to a specific type of field on the Form, and each has its own unique label consisting of a C prefix that ends with the type of field (ex. Case Number corresponds with C.CaseNum ). Below you ll find each Shared Data field, as well as its corresponding Field Name. Note To identify the Field Name on the Form, click inside the field and move your cursor slightly. A small tooltip window will appear. Fields that cannot be populated with Shared Data will appear with a ceb prefix and end with a number, such as ceb General 33

34 Part 2: Chapter 1 Menu Bar & Features Attorney Note Remember to click the Apply Changes to Forms button after you have finished entering information! 34

35 Part 2: Chapter 1 Menu Bar & Features Client 35

36 Part 2: Chapter 1 Menu Bar & Features Court 36

37 Part 2: Chapter 1 Menu Bar & Features Adoption Civil Harassment 37

38 Part 2: Chapter 1 Menu Bar & Features Enforcement of Judgment 38

39 Part 2: Chapter 1 Menu Bar & Features Probate/Traffic Infractions/Transitional Housing 39

40 Part 2: Chapter 1 Menu Bar & Features Case Details Notes The Notes section on the Case Details window can be used to add comments, reminders, or any details related to your Case. Sorting Tabs - At the top of the list of Notes there are several tabs that allow you to sort Notes by their information: Complete, Priority, Date, and Note. Clicking a tab (i.e. Date) will display the information in alphabetical or chronological order, depending on the tab. Tip: The width of the tab sections is adjustable. New Clicking the New button activates the Note textbox at the bottom of the window, allowing you to create a new Note. Duplicate Selecting a Note and clicking the Duplicate button will create an additional copy of the Note. Delete Selecting a Note and clicking the Delete button will remove the Note from the list of Notes. Search Entering text into the Search Form Name and Description field will search your Notes for matching terms. Priority Selecting the Priority dropdown menu allows you to set a Note s priority to High, Medium, or Low. Complete Checking the Complete box will mark an X in the Completed column on the list of Notes. Close Clicking the Close button will close the Case Details window. 40

41 Part 2: Chapter 1 Menu Bar & Features 1.4 Administration Menu The Administration Menu consists of the following items: Database, License, and Users (see right) Database Selecting Administration > Database will display the Database Management window (see below). Here you ll be able change the location of your SmartJCForms Database, create a backup copy, and perform several other actions concerning the database that contains information about your Cases. Note: Several functions, such as moving, exporting, locating, and backing up a database, cannot be performed with a Case open. Sorting Tabs - At the top of the list of Databases there are several tabs that allow you to sort entries by their information: DateTime, Backup Type, Status, Size, With Forms, and Path. Clicking a tab (i.e. Backup Type) will display the information in alphabetical or chronological order, depending on the tab. Tip: The width of the tab sections is adjustable. Export Clicking the Export button creates a copy of your current Database in any location you specify. Note: Exporting will close the application. Delete Selecting a Database entry and clicking the Delete button will remove the Database from its location, as well as the entry within SmartJCForms. Restore from Backup Selecting a Database entry and clicking the Restore from Backup button will overwrite your current Database with the one that you ve selected. Note: Exporting will close the application. Backup Clicking the Backup button will create a copy of your current Database in the location specified in the Backup Folder Location box. Automatic Backup When this box is selected, SmartJCForms will automatically back up your Database in the location specified in the Backup Folder Location box. 41

42 Part 2: Chapter 1 Menu Bar & Features Backup Interval If the Automatic Backup box is selected, you may choose backup intervals of 1, 7, 14, or 28 days. Note: Interval is set to 7 days by default. Backup Folder Location The path displayed inside this box shows the current location of your Backup folder. You may manually change the location of your Backup folder by editing the text in this box. Change Clicking the Change button will allow you to browse your computer for a new Backup folder location. Restore Default The location of your Backup folder is set to C:\CEB\SmartJCForms\Backup by default. If you choose a different location for your Backup folder, clicking the Restore Default button will restore it to the default location. Current Database Location, Move, Locate The primary location of your Database is set to C:\CEB\SmartJCForms\Case_Data_Database.rsd by default. To choose a different location for your Database, click the Move button this action creates a copy of your Database in a different location and points the application to the Database. To point SmartJCForms to a new location, click the Locate button and browse to the location of the Database you want to select. Note: These actions will close the application. Close Clicking the Close button will close the Database Management window License Selecting Administration > License will display the License window (see right). Here you will be able to enter your account information in order to begin using SmartJCForms. You may view your account information by logging into your account at ceb.com. The Customer Name will appear on the MyCEB page under the Personal Information or Firm Information section. Enter the first and last name of the account holder separated by an underscore (ex. firstname_lastname). The Customer Account # will be the CEB account number associated with the license Users Selecting Administration > Users will display the Users window. Here you will be able to manage the User profiles associated with SmartJCForms, which help you keep track of the changes made by individuals to Cases and Forms. For more information on creating User profiles, see Page Help Menu The Help Menu consists of the following items: SmartJCForms Help, New and Revised Forms, and About (see right). 42

43 Part 2: Chapter 1 Menu Bar & Features SmartJCForms Help Selecting Help > SmartJCForms Help will open the SmartJCForms Tech Support section on ceb.com in your default browser, which contains links to the following resources: Download SmartJCForms, New and Revised Forms, User s Guide, and Access Agreement New and Revised Forms Selecting Help > New and Revised Forms will open the Publishers List in your default browser, which contains all new and revised forms for the most recent effective date About Selecting Help > About will display the About window, which contains the software version number, as well as contact information for CEB Customer Service (see right). Note: If you re experiencing technical issues, you may also contact CEB Technical Support directly at

44 C H A P T E R 2 Case Toolbar The Case Toolbar, located at the top of the application, contains several features that allow you to work with your Cases and Forms more efficiently. Note: Certain features are only enabled when a Case is open. 1. New Case Always enabled, clicking this icon allows you to begin creating a new Case. 2. Browse Cases Clicking this icon opens the Cases tab on the Case & Forms Management window, allowing you to add and delete Cases, as well as perform various other functions related to your Cases. 3. Browse Forms Clicking this icon opens the Forms tab on the Case & Forms Management window, allowing you to browse and view Forms, as well as perform various other Form-related functions. 4. Profiles Clicking this icon will open the Profiles window, allowing you to add, edit, and delete Case Profiles, as well as perform various other functions. 5. Print Form Clicking this icon will print the Form in view. 6. Export Form as PDF Clicking this icon will allow you to save a PDF copy of the Form in view. 7. Export Case as PDF s Enabled when a Case is open, clicking this icon will allow you to save a folder containing PDF copies of all the Forms in the Case. 8. Select Font Enabled when a Form is in view, selecting this menu allows you to change the font style on the Form. 9. Font Size Enabled when a Form is in view, selecting this menu allows you to change the font size on the Form. 10. Help Clicking this icon will display the SmartJCForms Tech Support section on ceb.com. 44

45 C H A P T E R 3 Form Toolbar The Form Toolbar, located above the Form, contains several features that allow you to work with your Forms more efficiently. 1. Add to Case Clicking this icon will allow you to add the Form to a Case. 2. Print Form Clicking this icon will print the Form in view. 3. Export Form as PDF Clicking this icon will allow you to save a PDF copy of the Form in view. 4. Select Font Enabled when a Form is in view, selecting this menu allows you to change the font style on the Form. 5. Font Size Enabled when a Form is in view, selecting this menu allows you to change the font size on the Form. 6. Help Clicking this icon will display the SmartJCForms Tech Support section on ceb.com. 7. First Page Clicking this icon will take you to the first page of the Form. 8. Previous Page Clicking this icon will move you back a page from the one you re viewing. 9. Next Page Clicking this icon will move you forward a page from the one you re viewing. 10. Last Page Clicking this icon will take you to the last page of the Form. 11. Zoom Out Clicking this icon will make the Form appear smaller within the application. 12. Zoom 100% Clicking this icon will fix the page on the content of the Form. 13. Zoom In Clicking this icon will make the Form appear larger within the application. 14. Fit Page Clicking this icon will display the entire page within the application. 15. Fit Width Clicking this icon will fit the width of the Form to the application. 16. Calculate Clicking this icon will calculate addition and subtraction fields on the Form. 17. Check Spelling Clicking this icon will enabled/disable the Spellcheck feature. 18. Highlight Fields Clicking this icon will hide/display the fields on the Form. 19. Add Field Clicking this icon allows you to create custom fields on the Form. 45

46 C H A P T E R 4 Database Basics Contents Backup Preferences Sharing a Case Database Moving Computers Backup Preferences All information entered in SmartJCForms is stored in the database file named Case_Data_Database.rsd. In order to safeguard this information, SmartJCForms backs up your data every 7 days by default. If you wish to change your backup preferences: 1) Select Administration > Database. 2) On the Database Management window, click the Backup Interval dropdown menu and choose an interval. 3) You may also change the location of your Backup file, or point the application to a new Database. For more information on the features of the Database Management window, see Page

47 Chapter 4 Database Basics 4.2 Sharing a Case Database You can network or share your Case Database so that your Cases may be accessed by multiple computers running SmartJCForms. Below you ll find an example of how to share a Database between two computers. 1) Install SmartJCForms on all computers. 2) On Computer #1, select Administration > Database. 3) On the Database Management window, click the Move button. 4) Click Yes on the warning to continue (see right). 5) On the Move And Share window, navigate to the desired location for the database (such as a shared network folder) and click OK (see below). 47

48 Chapter 4 Database Basics 6) Click OK on the confirmation message. SmartJCForms will close on Computer #1. 7) On Computer #2, click on Administration > Database. 8) On the Database Management window, click the Locate button. 9) Click Yes on Locate Database message to continue. 10) On the SmartJCForms Re-point Database window, navigate to location you selected in Step 5, select the Case_Data_Database.rsd file, and click Open (see right). 11) Click OK on the confirmation message. SmartJCForms will close on Computer #2. 12) Computers #1 and #2 now share the same database. 48

49 Chapter 4 Database Basics 4.3 Moving Computers If you have one SmartJCForms license and want to use the program on a different computer than originally installed without purchasing an additional license, you will need to save a copy of your Database and deauthorize the license before using the program on the new computer. 1) Open SmartJCForms on Computer #1. Select Administration > Database. 2) On the Database Management window, click the Export button. 3) Click Yes on the Export Database window, then click Yes again on the Export Database will close the application confirmation. 4) On the SmartJCForms - Export window, navigate to the desired location for the database (such as a shared folder on a network or flash drive) and click OK. 5) A confirmation popup will appear displaying Operation completed successfully. Click OK. SmartJCForms will close. 6) Reopen SmartJCForms again on Computer #1. 7) Select Administration > License. 8) Click the Deauthorize button. 9) Deauthorization successful message will display. Click OK. 10) Install and open SmartJCForms on Computer #2. 11) Select Administration > License. 12) Enter your name and account number, then click Authorize. 13) Welcome to SmartJCForms message will display. Click OK, then close the License window. 14) Select Administration > Database. 15) On the Database Management window, click the Locate button. 16) Click Yes on the Locate Database message to continue. 17) On the SmartJCForms Re-point Database window, navigate to the location you saved the Database in Step 4, select the Case_Data_Database.rsd file, and click Open. 18) Click OK on the Operation completed successfully window. SmartJCForms will close. Reopen SmartJCForms to begin using the program. Note: You may also choose to manually move the database by navigating to C:\CEB\SmartJCForms on the original computer and copying the Case_Data_Database.rsd to the desired location and locating the database from there. Furthermore, you may choose to bypass locating the database altogether by copying the database from the original computer and replacing the file found at C:\CEB\SmartJCForms\Case_Data_Database.rsd on the new computer. 49

50 Part 3: FAQ There s no save button. How do I save a form? SmartJCForms saves all data entered into forms automatically! How many computers can I use to access SmartJCForms? One user license is granted to each customer when purchasing SmartJCForms, and each computer in use is required to have a license in order to access. For example, if you d like to use SmartJCForms on two computers at the same time, you ll need two separate licenses. If you need to purchase additional licenses, please call CEB Customer Service at or order on ceb.com. I m attempting to authorize my user license and I m receiving the error message Something doesn t match. There may be an issue regarding your Customer Name or Account Number. You may view your account information by logging into your account at ceb.com and checking the MyCEB section. Customer Name information will appear under the Personal Information or Firm Information section. Customer Account number information will be the CEB account number associated with the license. If you re still experiencing an issue, call CEB Technical Support at How can I share my Case Database so other computers can access? You ll need to place the Case_Data_Database file in a location accessible to others, such as a shared network, and then point the other computers running SmartJCForms to that database. See Page 47 to learn how to share your Case Database. Why am I receiving the error message Authorization failed. All licenses assigned. There are typically two scenarios when you ll encounter this message: a) when switching internet connections or b) when switching computers. Both scenarios are a result of not deauthorizing your user license prior to making the switch. a) SmartJCForms licenses are tracked by a network s unique MAC address, which means that if you use the program on more than one internet connection (typically going from wired to wireless or vice-versa on a laptop) you must deauthorize your license each time you change connections. Otherwise, SmartJCForms will identify the new MAC address as a separate computer, and thus lock you from accessing the program. Call CEB Customer Service at to detauthorize your license. But in the future, to ensure you don t get locked out of SmartJCForms, perform the following procedure when switching internet connections: 1) Select Administration > License. 2) Click the Deauthorize button. 3) Deauthorization successful message will display. Click OK. 4) Disconnect from your network connection. 50

51 Frequently Asked Questions 5) Connect to the new network connection. 6) Select Administration > License. 7) Enter your name and account number, then click Authorize. 8) Welcome to SmartJCForms message will display. Click OK, then close the License window to begin using SmartJCForms. b) If you have one SmartJCForms license and want to use the program on a different computer than originally installed without purchasing an additional license, you will need to deauthorize the license before using the program on the new computer. Further, you may want to save a copy of your database before you switch computers in order to retain all of your information. See Page 49 to learn how to manually deauthorize the license yourself, or call CEB Customer Service at to detauthorize your license How often does SmartJCForms get updated with forms, and how do I know which forms have been added, revised, or revoked? SmartJCForms is updated when the Judicial Council issues major form updates, typically in January and July. If an intermediate update is issued - during the months of October or March for example - SmartJCForms will be updated with these forms as well. For a list of which forms have been updated most recently, select Help > New and Revised Forms on the Menu Bar. Further, CEB is constantly working to improve the SmartJCForms application, so technical upgrades may be issued along with form updates as well. If you re experiencing a technical issue, or have any feedback regarding your experience as a user, please be sure to contact for assistance. How many forms are included in SmartJCForms? SmartJCForms provides over 1,300 California Judicial Council forms. And don t forget, if you need to work with a form that s not included, you can import a PDF! What kind of computer do I need to run SmartJCForms? System Requirements for SmartJCForms are as follows: Microsoft Windows 7 or higher Macintosh OS X 10.6 or higher 4 GB RAM 500 MB hard disk space Internet connection SmartJCForms is a desktop application and is not compatible with mobile devices, including smartphones and tablets. 51

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